The way we do business these days has certainly changed compared to 20 or 30 years ago. Casual Friday is now Casual Everyday, and more and more of our communication is done electronically. Why, some of us don't even have to go into the office to put in a day's work. However, some practices still require "old fashioned" approaches, and hard-copy letters and correspondence continue to have an important place in conducting business.

Making a Statement

Using a well-designed letterhead to introduce yourself (or as a cover for other material) can say a lot about you when sending a memo or letter. Not only is it aesthetically pleasing, but a high level of professionalism is also conveyed by using a letterhead on correspondence—especially when sent in matching envelopes.

Creating a Letterhead

Today, it's never been easier for you to create your own letterhead and accompanying envelopes right on your computer. There are websites where you can upload a design you created, browse through existing and easy-to-use templates or build you own letterhead online. Why, you can even upload logos and other design elements, as well as create complementary envelopes! Regardless of whether you create your own letterhead from scratch or use an existing template, there are some guidelines to follow in order to be effective. Make sure to include the following information, in the proper format, when creating a letterhead.

Lead with Your Name: First off, lead with your name. And, while it's up to you on how formal you want your name to be (Daniel, Dan or Danny), it's suggested that you use a name and not initials, which might make your gender unclear. This is especially true given that prefixes such as Mr. or Ms. are not recommended. Make your name separate from all the other information on the letterhead by placing it on a line all by itself or on the opposite side of the letterhead from the main body of information. If you wish to include your title, place it directly under your name.

Provide Key Contact Information: In addition to your name and, if desired, title, include the following contact information:

• Company name
• Permanent mailing address (not a P.O. Box)
• Contact phone number
• Web site address (if applicable)

The company name should be highlighted. There are a number of ways to do this, ranging from making it a larger font size or a different font to centering it on the letterhead, using bold face, etc. Often the way that the business name is portrayed in other material—on the web site, in brochures, on business cards, etc.—is the way that it should appear on the letterhead. In terms of the address, it is recommended that it be spelled out without using abbreviations, for example, Avenue and not Ave.

Optional Information: The objective of a letterhead is to convey key contact information in a way that effectively conveys professionalism. In this regard, if you choose to include an email address, make sure that it's appropriate for business and not a personal reference to interests, hobbies, etc. The same goes for contact phone numbers. Should you choose to have a personal phone listed on the letterhead, make sure that the welcoming message is appropriate for business and clearly states your name and/or company name.

Convey Professionalism and Class

This may indeed be the electronic age, with more and more business and communication being done online. Even so, there are times when business is best done through letters and other written correspondence, and it's important to remember that what you write on may be as important as what you write. In this regard, pay attention to letterheads and, for a customizable look, create your own online. It's easy, inexpensive and, more importantly, it makes good business sense!